HomeMy WebLinkAboutE-7 Staff Report - WCA 2nd AmendmentCONSENT ITEM
E-7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ROBERT DELGADILLO, P.E., PUBLIC WORKS DIRECTOR/ CITY ENGINEER
DATE: MARCH 17, 2025
SUBJECT: APPROVAL OF SECOND AMENDMENT TO AGREEMENT WITH WEST
COAST ARBORISTS, INC. FOR TREE MAINTENANCE SERVICES AND
APPROVAL OF AN INCREASE TO FISCAL YEAR 24-25 PURCHASE ORDER
BACKGROUND:
The City has contracted with West Coast Arborists, Inc. for tree maintenance services since July
1, 2021. The agreement includes work for the Public Works and Light and Water department. The
City Council approved the current contract on April 1, 2024, allowing for a one-year extension.
This agreement will expire on June 30, 2025, and staff would like to exercise the final one-year
extension for the tree maintenance services agreement.
Additionally, staff is requesting the current West Coast Arborist Purchase Order (PO 042613) for
Public Works related work be increased by $30,000 to cover extra expenses incurred from the
January windstorm.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1)Approve the Second Amendment to the City-Wide Tree Maintenance Services Agreement
between the City of Azusa and West Coast Arborists, Inc. for a one-year term extension
for FY 2025-26 beginning July 1, 2025 through July 30, 2026 in an amount not to exceed
$977,211, and authorize the City Manager to execute an amendment to the contract, in a
form acceptable to the City Attorney, on behalf of the City; and
2)Approve a $30,000 increase to the current FY 2024-25 Public Works Purchase Order (PO
042613) for West Coast Arborist to an amount not to exceed $492,204, bringing the total
contract amount to $1,007,211, including Public Works and Light and Water obligations.
Not Approved
City Council
March 17, 2025
Second Amendment to Tree Maintenance Services Agreement
March 17, 2025
Page 2
ANALYSIS:
On June 21, 2021, the City Council contracted with West Coast Arborists, Inc. for the Citywide
Tree Maintenance Program. This contract is for a three-year term, running from July 1, 2021, to
June 30, 2024, and includes two one-year extension options. As per the City purchasing policy,
the City Council must consider any additional one-year extensions. The first extension was
approved at the City Council meeting on April 1, 2024, extending the agreement for one year, from
July 1, 2024 to June 30, 2025. This second extension will extend the contract for another year,
from July 1, 2025 to June 30, 2026.
In response to the January windstorm that affected the area, the City enlisted the help of West
Coast Arborists for the cleanup of trees and debris to clear local roadways. This emergency service
has incurred an estimated $25,000 in additional work under the current purchase order. Staff is
requesting an increase of $30,000 to the FY 2024-2025 purchase order to cover these extra
expenses. Staff is requesting an increase to the current purchase order by $30,000 in the Parks
General Fund account, bringing the total amount for the Public Works purchase order to an amount
not to exceed $492,204.
FISCAL IMPACT:
The cost of tree maintenance services for the second amendment will be requested through the
proposed Biennial Fiscal Year 2025-26 and FY 2026-27 operations budget of the Public Works
Department and the Light and Water Department. The contract will total $977,211 and allocated
as follows:
• General Fund (acct #1055420000-6493) - $432,203
• Public Benefit Fund (acct #244073908266/RSTREE-6625) - $30,000
• Distribution Maintenance–Overhead Lines (acct #33-40-735-930-6493) - $515,008
The increase for the Fiscal Year 2024-2025 purchase order increase is not budgeted; however,
there are sufficient funds in the Parks General Fund (acct #1055420000-6493) to cover the
additional work resulting from the windstorm, totaling $30,000. Staff is working with the Federal
Emergency Management Agency (FEMA) to try to recover emergency tree removal costs. Upon
approval the FY 24-25 contract will total $1,007,211 and allocated as follows:
• General Fund (acct #1055420000-6493) - $462,203 (Public Works PO)
• Public Benefit Fund (acct #244073908266/RSTREE-6625) - $30,000 (PW PO)
• Distribution Maintenance–Overhead Lines (acct #33-40-735-930-6493) - $515,008 (Light
and Water PO)
Second Amendment to Tree Maintenance Services Agreement
March 17, 2025
Page 3
Prepared by: Reviewed by:
Natalie Reagan Robert Delgadillo, P.E
Management Analyst Public Works Director/ City Engineer
Reviewed and Approved by:
Sergio Gonzalez
City Manager
Attachment:
1) Second Amendment to Tree Maintenance Services Agreement
2) Original Agreement with West Coast Arborists, Inc. and First Amendment
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CITY OF AZUSA
SECOND AMENDMENT TO
AGREEMENT FOR TREE MAINTENANCE SERVICES
1.PARTIES AND DATE.
This Second Amendment to the Agreement for Professional Services (“Second
Amendment”) is entered into on the ____ day of March, 2025, by and between the City of Azusa
(hereinafter referred to as the “City”) and West Coast Arborists, Inc (hereinafter referred to as the
“Contractor”). City and C ontractor are sometimes collectively referred to herein as the “Parties.”
2.RECITALS.
2.1 Agreement. The Parties entered into that certain Agreement for City Wide Tree
Maintenance Services dated June 21, 2021 (“Agreement”).
2.2 First Amendment. The Parties amended the Agreement to extend the
Agreement for an additional one-year term, dated April 1, 2024, and increase the contract
compensation, for a total amount not-to-exceed $977,211.
2.3 Second Amendment. The Parties now desire to amend the Agreement in order to
extend the Agreement for an additional one-year term.
3.TERMS.
3.1 Term. Pursuant to Section 3.1.2 of the Agreement, the City hereby exercises the
option to renew the Agreement and extend the term of the Agreement for 12 months from July 1,
2025 to June 30, 2026, unless earlier terminated as provided in the Agreement.
3.2 Scope of Services. The scope of services of this Agreement shall remain unchanged
and in full force and effect.
3.4 Remaining Provisions of Agreement. Except as otherwise specifically set forth in
this First Amendment, the remaining provisions of the Agreement shall remain in full force and
effect.
- 2 -
IN WITNESS WHEREOF, the parties have executed this Second Amendment to
Agreement on this ___ day of March, 2025.
CITY OF AZUSA WEST COAST ARBORISTS, INC.
By:
Sergio Gonzales City Manager
B y:
Name: ______________________________
Title: _______________________________
ATTEST:
By:
Jeffrey Lawrence Cornejo, Jr. City Clerk
APPROVED AS TO FORM:
By:
Best Best & Krieger LLP City Attorney
Effective Date:
Region Area:
July 01, 2024
2.50%
Los Angeles-Long Beach-Anaheim
Sincerely,
Victor M. Gonzalez
Vice President, Business Development
CPI Adjustment Requested:
We at West Coast Arborists, Inc. are committed to offering you the quality, integrity, and customer service
you expect and deserve from a tree care provider. We would like to take this opportunity to express our
gratitude to you and your staff for your commitment to a thriving urban forest. We are approaching the end
of the third year of the current agreement and have greatly appreciated your support and business
relationship.
Since the contract originated, we have realized substantial cost increases to our operations, particularly in
labor, fuel, recycling, and insurance premiums. As a result, we respectfully request a slight cost adjustment of
2.50% based on the Consumer Price Index (CPI) for the region from the previous calendar year, as published
by the Department of Labor’s Bureau of Labor Statistics:
We greatly appreciate your consideration in this matter through this time of growth and change. It is our
goal to continue as your urban forest management and maintenance service provider. Should you have any
questions or require additional information, please do not hesitate to email me at vgonzalez@wcainc.com or
call me at (800) 521-3714.
Tree Care Professionals Serving Communities Who Care About Trees www.WCAINC.com
February 15, 2024
ATTN: ROY CHAVEZ
CITY OF AZUSA
213 E. FOOTHILL BLVD
AZUSA, CA 91702
RE: Tree Maintenance Services performed by WCA, Inc.
Dear Mr. Chavez,
West Coast Arborists, Inc.
2200 E. Via Burton · Anaheim, California 92806 · 714.991.1900 · 800.521.3714 · Fax 714.956.3745
1 Grid Pruning Each $75.85
2 Annual Palm Pruning Each $75.85
3 Bi-Annual Chinese Elm Pruning Each $250.10
4 Young Tree Care Each $75.85
5 Service Request Pruning Each $178.35
6 Tree & Stump Removal Inch $45.10
7 Tree Only Removal Inch $34.85
8 Stump Only Removal Inch $18.45
9 Plant 15 Gal w/o RB Each $198.85
10 Plant 15 Gal w/RB Each $229.60
11 Plant 24" Box w/o RB Each $373.10
12 Plant 24" Box w/RB Each $403.85
13 Plant 36" Box w/o RB Each $1,127.50
14 Plant 36" Box w/RB Each $1,230.00
15 Plant 48" Box w/o RB Each $2,357.50
16 Plant 48" Box w/RB Each $2,562.50
17 Root Barrier Installation Linear Foot $24.60
18 Tree Watering Man Hour $96.35
19 Palm Skinning Linear Foot $18.45
20 Root Pruning Linear Foot $24.60
21 Arborist Services Man Hour $178.35
22 Crew Rental (2mn@$192.70/hr)Man Hour $96.35
23 Emergency Crew Rental (2mn@$274.70/hr)Man Hour $137.35
Since July 1, 2021, the rates for the initial 3-year term have remained unchanged. FY24-25 marks the beginning of the first of two
option years. We kindly request a 2.5% cost adjustment based on the current Consumer Price Index for the LA-Anaheim-Long
Beach region.
CITY OF AZUSA
Item
Schedule of Compensation for Year 2024 - 2025
Tree Maintenance Services performed by WCA, Inc.
Description Unit Proposed Prices
Printed on: 2/15/2024 12:56:08 PM Page 2 of 2